Human Resource Services Administrative Assistant

Human Resource Services Administrative Assistant $18.00 - $21.00/HR DOE

• Non-exempt Position Summary The Human Resource Services Administrative Assistant is the primary front-desk contact for employees, applicants, visitors, and callers. The position answers and directs calls, manages office visitors, assists employees with basic Paycor self-service navigation, prepares routine office materials, issues authorized identification badges, and supports fingerprint enrollment for timeclock use. Because the position works in an office where highly sensitive personnel matters are discussed and documented, strict confidentiality, discretion, careful identity verification, and prompt referral of matters beyond assigned authority are essential.

Essential Functions

Reception and Customer Service Greet visitors and employees, determine the purpose of their visit, manage front-desk traffic, and direct individuals to the appropriate Human Resource Services employee or resource. Answer, screen, and direct incoming telephone calls; take accurate messages and respond to routine inquiries using approved information.

Provide employees and applicants with general information on office procedures, contacts, forms, and locations of approved County policies and resources; refer substantive policy questions to authorized staff. Employee Self-Service and Access Support Guide employees through basic Paycor application and employee self-service navigation, such as finding available features or instructions, without requesting or using their passwords or making account decisions for them.

Verify identity and authorization as required before preparing or issuing employee identification badges; follow badge issuance and replacement procedures. Assist with authorized fingerprint enrollment for County timeclock access, including explaining basic steps and referring access problems to designated personnel. Confidentiality and Administrative Support Maintain confidentiality of employee, applicant, payroll, benefits, medical, leave, and personnel-related information encountered in the office; discuss sensitive matters only with authorized individuals on a need-to-know basis.

Use discretion when greeting visitors, screening telephone calls, and handling documents so that private employee matters are not inadvertently disclosed in public-facing spaces. Copy, scan, print, assemble, file, and distribute documents as instructed; verify recipients and use approved secure storage and disposal methods.

Receive and route mail, forms, and deliveries; maintain organized front-desk materials and sufficient office supplies. Identify matters involving payroll decisions, benefits eligibility, confidential records, disputes, complaints, or policy interpretation and promptly refer them to authorized Human Resource Services staff.

Additional Responsibilities Provide routine scheduling, meeting preparation, and logistical assistance for Human Resource Services activities as assigned. Support general administrative projects and other related tasks consistent with the position’s training, system permissions, and delegated authority. Supervisory Responsibilities This position does not supervise employees and does not have independent hiring, disciplinary, payroll, benefits, or personnel decision-making authority.

Knowledge, Skills, and Abilities Professional telephone etiquette and courteous, patient customer service when assisting individuals with varying levels of technical experience. Ability to use email, internet-based applications, office software, telephones, printers, copiers, scanners, and similar equipment. Ability to learn County procedures, Paycor navigation, badge-printing systems, and timeclock fingerprint-enrollment equipment.

Ability to organize competing requests, maintain accurate records, follow written procedures, and recognize when a question requires escalation. Sound judgment, tact, and discretion in handling confidential information and responding to difficult or sensitive interactions.

Minimum Qualifications

Education

High school diploma or GED. Experience One year of administrative, clerical, reception, or customer-service experience. Equivalent Combination An equivalent combination of education, training, and relevant experience that demonstrates the required knowledge, skills, and abilities may be considered.

Preferred Qualifications

Experience in a human resource, payroll, public-sector, or other confidentiality-sensitive office; experience assisting users with employee self-service software or identification and access systems. Required Licenses and Certifications No position-specific license or certification is identified in the source materials.

Any additional County requirements are subject to Human Resource Services verification. Work Schedule and Availability Regular, reliable attendance and in-person front-desk coverage during assigned County business hours are required. Specific work hours and any schedule adjustments are established by the department based on operational needs.

Physical and Environmental Requirements Activity / Requirement Frequency Job-related context Sitting, standing, and using a computer or telephone Frequently Front-desk assistance, calls, and document processing Handling paper, scanning, printing, and using office equipment Frequently Administrative tasks and badge preparation Moving between reception and equipment stations As needed Assisting visitors and timeclock enrollment Lifting or carrying light office materials Occasionally Office supplies and printed materials Work Environment Work is performed primarily in an indoor, public-facing administrative office with frequent interruptions and regular contact with employees, applicants, and visitors.

Confidential personnel discussions and sensitive records may be present.

Essential functions

are performed with or without reasonable accommodation, consistent with applicable law. Disclaimer This description identifies the primary duties and requirements of the position and is not an exhaustive list. Duties and assignments may change based on County operational needs, subject to applicable law and County policy.

Effingham County provides reasonable accommodation to qualified individuals with disabilities consistent with applicable law. Employment Relationship This job description is intended to describe the general nature and level of work performed by the employee assigned to this position. It is not an employment contract and does not create a guarantee of employment for any specific duration.

Employment with Effingham County is at will and may be terminated by either the employee or the County at any time, with or without cause or notice, subject to applicable federal or state law, County ordinances, personnel policies, and any other legally binding employment protections.